Measure your supply chain baseline

VENDOR LOCATION

Where are you currently purchasing from?

An approximate baseline is important for establishing achievable goals and targets. Pull from your purchasing data to understand where you are currently working with local vendors, and areas of unrealized opportunity. Adjust the vendor location based on your institutions definition of local (refer to the Big Questions worksheet).

Type of good or service

Total spend

Total spend for vendors within defined region and/or state

Total spend for vendors within city

Total spend for vendors within designated zip codes

Construction

Consulting

Contract labor

Education

Facilities and maintenance

Florist

Food (catering)

Food (dining)

Insurance

Information Technology and Support

Legal

Marketing

Medical equipment

Medical supplies

Non-medical equipment

Non-medical supplies

Renewable Energy

Transportation and delivery

Other utilities

Other goods and services

Total

VENDOR DIVERSITY:

Who are you currently purchasing from?

List the certifications you accept for diverse suppliers. Are any of your diverse suppliers located within your designated geographic zone?

Total spend with diverse vendors, located within designated geographic zone

Construction

Consulting

Contract labor

Education

Facilities and maintenance

Florist

Food (catering)

Food (dining)

Insurance

Information Technology and Support

Legal

Marketing

Medical equipment

Medical supplies

Non-medical equipment

Non-medical supplies

Renewable Energy

Transportation and delivery

Other utilities

Other goods and services

Total

What are the demographics of vendors compared to community demographics?

ACCESS TO BID PROCESS

Are local and diverse vendors already bidding on contracts?

Review bids submitted for geography and diversity. Are local and diverse vendors submitting bids, but not getting them? Or are local and diverse vendors not submitting bids in the first place? Understanding their current participation can help identify whether your efforts to begin with should be focused on outreach or capacity building.

Type of good or service

Total number of bids

Total bids from suppliers in designated zip codes or defined target geography

Total bids from diverse suppliers

Total bids from diverse suppliers in designated zip codes or defined target geography

Construction

Consulting

Contract labor

Education

Facilities and maintenance

Florist

Food (catering)

Food (dining)

Insurance

Information Technology and Support

Legal

Marketing

Medical equipment

Medical supplies

Non-medical equipment

Non-medical supplies

Transportation and delivery

Renewable Energy

Other utilities

Other goods and services

Total

PROJECTING FUTURE SPENDING

What are your upcoming contracting opportunities?

List existing contracts currently outside priority geography greater than $250,000 (or whatever threshold makes the most sense at your institution – for instance, for construction it might be $1 million or more). Include contract end dates, and note what contracts will be expiring soon and when to start planning to either 1) identify a new local, diverse vendor in that space or 2) work with an existing vendor on subcontracting with local, diverse businesses.

Type of good or service

Contracts that expire in zero to two years

Contracts that expire in three to five years

Contracts that expire in five plus years

Construction

Consulting

Contract labor

Education

Facilities and maintenance

Florist

Food (catering)

Food (dining)

Insurance

Information Technology and Support

Legal

Marketing

Medical equipment

Medical supplies

Non-medical equipment

Non-medical supplies

Renewable Energy

Transportation and delivery

Other utilities

Other goods and services

Total

Future contracting opportunities

List potential future procurement opportunities for local and diverse vendors. These could include new facilities, retrofits, increasing sustainability through retrofits, etc.

DATA INFRASTRUCTURE

Assess whether your current system can track diverse and local spend

Where is the data about purchasing stored? What software is used?

Is this information centralized?

How are reports generated? Who has authority to request reports?

Are there barriers to tracking and reporting the data included in this worksheet? How can they be overcome?

What would make it possible to track key vendor community impact variables, such as growth in business and added jobs?

If you are interested in print copies of these toolkits, or would like to know more about how The Democracy Collaborative can support their use at your institution, please contact kparker@democracycollaborative.org.